TEMPORARY Admissions and Records Specialist
- Employer
- State Center Community College District
- Location
- California, United States
- Salary
- Salary Not specified
- Date posted
- Oct 28, 2022
View more
- Position Type
- Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
- Employment Level
- Administrative
- Employment Type
- Full Time
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TEMPORARY Admissions and Records Specialist
Salary: $28.17 Hourly
Location: Reedley College, CA
Job Type: Temporary
Division: RC Student Services
Job Number: 202200063-T
Closing:
General Purpose
Under general supervision, performs complex and technical duties in support of official student recordkeeping related to admissions, residency and student academic records; performs complex data entry, tracking and reporting processes; oversees petitions process and resolves student enrollment issues and discrepancies in student records; performs registration and enrollment duties for nonstandard programs requiring manual processes; provides lead-level direction to lower-level Admissions and Records employees; and performs related duties as assigned.
Essential Duties & Responsibilities
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Provides input in selecting, training and providing day-to-day
lead work guidance and direction to other staff; assigns, schedules
and monitors work for completeness, accuracy and conformance with
District, department and legal/regulatory requirements and
standards; monitors workflow to ensure that mandated deadlines are
being met in an optimal manner; provides information, instruction
and training on work procedures and technical, legal and regulatory
requirements.
- Provides input to supervisor on employee work performance and
behaviors; assists in ensuring a fair, open and inclusive work
environment in accordance with the District's mission, goals and
values.
- Serves as lead technical Admissions & Records resource,
coordinating the day-to-day functions of the front counter and back
office operations; assists in coordination of the enrollment and
registration processes in the office and as part of outreach to
various high schools and campus locations; provides recommendations
on policy, process and procedures enhancements.
- Provides technical assistance and guidance to students, staff,
counselors, faculty and administrators in the interpretation,
clarification and application of District and California Education
Code regulations and Admissions & Records guidelines,
procedures and policies including enrollment, course registration,
graduation and academic transfer policies, requirements and
procedures.
- Researches, reviews, processes and/or approves a variety of
student petitions including residency, course eligibility, fee
modifications and waivers and changes in academic
records.
- Performs bulk registration from departments including dual
enrollment, cohort and other programmatic enrollments and
registration processes.
- Codes, enters and creates rosters for instructors; oversees and
participates in roster reconciliation and distribution process;
researches and resolves course enrollment related issues with
instructors; verifies and enters grades; makes or authorizes
corrections to student records as required.
- Maintains and assists with audit and reconciliation of all
student supporting documentation to meet retention and audit
requirements; rotates records and schedules records for destruction
as needed following established District policies and procedures;
maintains and ensure the confidentiality of all student documents
and records in accordance with the Family Educational Rights and
Privacy Act and established District policies and
procedures.
- As assigned, accepts payments and cash receipts for parking,
child care, tuition and other payments; closes and balances cash
drawer; issues student identification cards.
- Demonstrates sensitivity to and understanding of historically
minoritized groups and participates in professional development
activities to increase cultural competency to enhance equity-minded
practices within the District.
OTHER DUTIES
- Reviews student records and provides information to evaluators
and counselors as requested.
- Serves as technical liaison to departments and the Office of
Instruction when problems arise due to prerequisite setup and
course enrollment.
- May be assigned to perform international student admissions
services in accordance with District and Department of Homeland
Security regulations.
- May be assigned to act as School Certifying Official (SCO) in
accordance with the U.S. Department of Veterans Affairs School
Certifying Official Handbook; reviews and determines benefit
eligibility status; enters data into VA records and databases;
consults with VA officials and other certifying officials on a
variety of matters.
- May provide administrative support to committees and other
divisional meetings; participates in the preparation of the agenda,
presentations and meeting packets; takes meeting notes and prepares
minutes.
- Performs related duties as assigned.
Employment Standards / Minimum Qualifications
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
- Customer service practices and telephone etiquette.
- District student recordkeeping practices and procedures for
processing student information and interpreting input and output
data.
- State college and university general education requirements;
community college course credit evaluation policies and procedures;
curriculum, graduation and transfer requirements.
- Policies, procedures, goals and objectives of a college
admissions and records department.
- Practices and techniques of sound business communication;
correct English usage, including spelling, grammar and
punctuation.
- Research methods and procedures applicable to academic
records.
- The Family Educational Rights and Privacy Act and other
District, state and federal laws, rules, regulations and policies
governing student admissions and records.
- Applicable sections of the California Education
Code.
- Safety policies and work practices applicable to the work being
performed.
- Basic principles and practices of employee work guidance and
direction.
- Personnel Commission Rules, Administrative Regulations, Human
Resources procedures and collective bargaining
agreements.
- Uses and operations of scanners, phone systems, computers,
standard business software, and database and spreadsheet
applications.
Skills and Abilities to:
- Assign and inspect the work of other admissions and records
staff.
- Interpret, explain and apply complex legal mandates,
regulations, guidelines, policies and procedures applicable to
assigned responsibilities with consistency and a high degree of
accuracy.
- Analyze problems, evaluate alternatives and recommend or adopt
effective courses of action in accordance with established policies
and procedures.
- Maintain confidentiality of District and student files and
records.
- Set priorities and exercise sound judgment within areas of
responsibility.
- Understand, interpret, explain and apply applicable laws,
codes, regulations, policies and procedures.
- Effectively engage and support historically minoritized groups
by addressing issues of equity and improving culturally responsive
service-oriented practices.
- Communicate effectively, both orally and in writing.
- Understand and follow written and oral instructions.
- Operate a computer and use standard business
software.
- Exercise tact and diplomacy in dealing with sensitive, complex
and confidential student situations.
- Establish and maintain effective working relationships with all
those encountered in the course of work.
EDUCATION AND EXPERIENCE
Graduation from high school or GED equivalent, and at least four years of progressively responsible experience involving admissions, enrollment and student records; or an equivalent combination of training and experience.
LICENSES, CERTIFICATES AND OTHER REQUIREMENTS:
Certain assignments may require a valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.
If assigned and required to process admissions of international students, must be a U.S. citizen or lawful permanent resident of the United States and must complete Designated School Official (DSO) training within three months of appointment and maintain certification as a condition of employment.
If assigned and required to process admissions of students under Veterans Administration programs, must either be a U.S. Citizen or a U.S. Lawful Permanent Resident as required for Designated School Officials per 8 C.F.R. §214.3(l)(1)(i). Must obtain and maintain Veterans Administration School Certifying Official (SCO) certification.
If assigned and required to process admissions of students regarding athletic eligibility, must pass the Athletic Eligibility Compliance examination.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms.?Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.?
Mental Demands
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.
WORKING ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions subject to frequent public contact and interruption; and intermittent exposure to individuals acting in a disagreeable fashion.
The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.
Assessment Process
Only the most qualified applicants will be invited to interview for the assignment.
To apply, visit https://www.schooljobs.com/careers/scccd/jobs/3780952/temporary-admissions-and-records-specialist jeid-ef7fb7f87909ff47aa333867e7f0670e
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